Administrative Assistant

Supports the UNHCR Representative's Executive Office in Chisinau with confidential administrative and secretarial services. The role coordinates complex calendars, meetings and travel, manages correspondence, records, inventories and expenditure information, assists personnel formalities and office logistics, and liaises diplomatically with internal colleagues, officials and external institutions to keep the office responsive and well organized.

• Arrange appointments and internal or external meetings involving senior officials
• Receive visitors, screen calls and respond to routine information requests
• Maintain confidential hard-copy and electronic office files
• Review and distribute correspondence and maintain follow-up systems
• Draft correspondence, memoranda, reports and meeting notes
• Process personnel documentation for travel, leave and staff movements
• Maintain office inventory, supplies and accurate asset records
• Monitor expenditure and coordinate logistics for seminars, workshops and briefings

• One year of relevant experience with a high school diploma, or a bachelor's degree or higher
• Previous experience in an administrative, clerical or secretarial position
• English and Romanian at overall B2 level or higher
• Moldovan citizenship or legal status permitting work in Moldova
• Ability to handle sensitive information with integrity, confidentiality and sound judgment
• Ability to manage calendars, coordinate travel and handle multiple priorities

• Working experience with UNHCR, another UN organization or an international public-sector organization

• Executive Office Support
• Calendar Management
• Travel Coordination
• Confidential Records Management
• Correspondence Drafting
• Meeting Coordination
• Inventory Management
• Personnel Administration
• Expenditure Monitoring
• Stakeholder Liaison

• ERP

• The target start date is 1 September 2026
• Mandatory medical-insurance and pension deductions apply to the net salary
• Fixed-term staff accrue 30 working days of annual leave per year
• Eligible staff participate in the UN Joint Staff Pension Fund and Medical Insurance Plan
• Shortlisted candidates may be required to complete a test